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What are the common causes and impacts of EDI data segment mismatch or duplication?

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Electronic Data Interchange (EDI) is a system of exchanging business information between different parties using standardized formats and protocols. EDI can streamline and automate transactions, reduce errors and costs, and improve efficiency and customer service. However, EDI also has some challenges and risks, especially when it comes to data segmentation. Data segments are the building blocks of EDI messages, and they contain specific elements and values that convey the meaning and context of the information. If the data segments are mismatched or duplicated, the EDI communication can fail or cause errors and discrepancies. In this article, we will explore some of the common causes and impacts of EDI data segment mismatch or duplication, and how to prevent or resolve them.

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1 Cause 1: Different EDI standards or versions

One of the main causes of EDI data segment mismatch or duplication is the use of different EDI standards or versions by the trading partners. EDI standards are the rules and guidelines that define the structure, format, syntax, and content of the EDI messages. There are various EDI standards, such as ANSI X12, EDIFACT, TRADACOMS, and others, and each standard has multiple versions that may have different or updated data segments. If the trading partners do not agree on the same EDI standard and version, or if they do not implement the changes or updates correctly, the data segments may not match or may be repeated in the EDI messages. This can lead to rejection, confusion, or misinterpretation of the data, and affect the accuracy and reliability of the EDI transactions.

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Stephen Baker

Managing Member | Certified QuickBooks Online ProAdvisor as well as managing member at Bakers Arms and Ammo LLC
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In my experience, the customer/vendor decides the standard, version, etc that will be used for a transaction, there is no negation. For example, if you are a Wal-Mart vendor and they decide to change versions of the standard, then you setup your software for that version in a test system and work with them to implement or they take their business elsewhere.

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2 Cause 2: Human errors or system glitches

Another common cause of EDI data segment mismatch or duplication is human errors or system glitches. Human errors can occur at any stage of the EDI process, such as data entry, mapping, validation, transmission, or processing. For example, a data entry operator may enter incorrect or incomplete data, a mapper may use wrong or outdated data segments, a validator may miss or overlook errors, a transmitter may send duplicate or corrupted messages, or a processor may apply wrong or inconsistent rules. System glitches can also cause data segment mismatch or duplication, such as network failures, software bugs, hardware malfunctions, or security breaches. These can affect the quality, integrity, or availability of the EDI data, and cause delays, losses, or disputes.

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3 Impact 1: Operational inefficiencies and costs

One of the major impacts of EDI data segment mismatch or duplication is operational inefficiencies and costs. When the data segments are mismatched or duplicated, the EDI messages may not be accepted, processed, or acknowledged by the trading partners, or they may generate incorrect or incomplete results. This can disrupt the flow and synchronization of the EDI transactions, and create backlogs, rework, or manual interventions. These can reduce the speed, productivity, and performance of the EDI system, and increase the workload, errors, and costs. For example, if an invoice data segment is mismatched or duplicated, it may cause payment delays, disputes, or penalties.

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4 Impact 2: Customer dissatisfaction and reputation damage

Another major impact of EDI data segment mismatch or duplication is customer dissatisfaction and reputation damage. When the data segments are mismatched or duplicated, the EDI messages may not reflect the true or intended information or expectations of the trading partners, or they may cause inconsistencies or discrepancies in the EDI transactions. This can affect the quality, accuracy, and timeliness of the EDI services, and compromise the trust, satisfaction, and loyalty of the customers. For example, if an order data segment is mismatched or duplicated, it may cause delivery errors, cancellations, or returns. These can damage the reputation, brand image, and competitive advantage of the EDI users.

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Stephen Baker

Managing Member | Certified QuickBooks Online ProAdvisor as well as managing member at Bakers Arms and Ammo LLC
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In my experience, the company being sent tne mismatch data will tolerate a few times and they expect the problem to be fixed and not experienced again. Earlier in this article, it spoke of inaccurate data entry, that is whole goal of EDI automation, is to take the human error. When companies print out EDI orders and ask order entry clerks to enter the order instead of integrating EDI into their order system, so the data flows directly into their system, they are missing the whole reason for EDI. EDI is meant to be meant to be machine to machine conversations, without human intervention.

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Kevin Lee

Senior IT Analyst at Caterpillar Inc. Retiree
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Alas it comes down to actual data entry and what edits are applied to verify the data entered. If there are discrepancies the receiving party would/should send an x12 824 or edifact Aperak telling the sender of any issues found. I spect the sender to correct and resend.

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5 Prevention 1: Data segment alignment and testing

One of the best ways to prevent EDI data segment mismatch or duplication is to align and test the data segments before and during the EDI communication. Data segment alignment involves agreeing on the same EDI standard and version, and following the same data segment specifications and rules with the trading partners. Data segment testing involves verifying and validating the data segments for accuracy, completeness, and compliance with the EDI standard and version, and resolving any errors or issues before sending or receiving the EDI messages. These can ensure the consistency, compatibility, and quality of the data segments, and avoid any mismatch or duplication.

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6 Prevention 2: Data segment monitoring and feedback

Another effective way to prevent EDI data segment mismatch or duplication is to monitor and provide feedback on the data segments throughout the EDI communication. Data segment monitoring involves tracking and analyzing the data segments for any anomalies, errors, or changes that may occur during the transmission or processing of the EDI messages. Data segment feedback involves communicating and reporting any problems or issues with the data segments to the trading partners, and requesting or providing any corrections or updates as needed. These can ensure the visibility, transparency, and accountability of the data segments, and prevent any mismatch or duplication from escalating or affecting the EDI transactions.

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What are the common causes and impacts of EDI data segment mismatch or duplication?

1

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3

4

5

6

1 Cause 1: Different EDI standards or versions

2 Cause 2: Human errors or system glitches

3 Impact 1: Operational inefficiencies and costs

4 Impact 2: Customer dissatisfaction and reputation damage

5 Prevention 1: Data segment alignment and testing

6 Prevention 2: Data segment monitoring and feedback

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